PENINSULA HOUSING AUTHORITY
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1 PENINSULA HOUSING AUTHORITY Request for Proposal (RFP) for Audit Services of Peninsula Housing Authority (PHA) PHA is requesting audit proposals for the fiscal year ending June 30, 2016, with renewal options for the two subsequent fiscal years. The audit of the Peninsula Housing Authority shall be conducted in accordance with the Single Audit Act, the Standards of Audit for Governmental Organizations, Programs, Activities, and Functions, 24 CFR Part 990, and all other relevant regulations. To be considered, copies of a proposal must be received at the PHA by 4:00 p.m., Tuesday, January 26, The Audit Committee will review the proposals received and, based on evaluation criteria as outlined below, make a decision. Those firms responding to this RFP will be notified of the decision no later than February 29, The selected auditor will interface with the PHA Comptroller who provides oversight for auditors activities. PHA s financial statements have been audited by Washington State Auditor s Office (SAO) in the past. SAO has been notified by PHA of its intention to seek the audit services of a private firm beginning with fiscal year ending June 30, SAO will review the audit work and continue to perform the compliance audit of the PHA. Any concerns expressed by SAO as a result of their review of the financial statement/single audit work papers will be addressed and resolved by the auditor to the satisfaction of SAO and PHA. The Housing Authority reports as a single-enterprise proprietary fund, governed by an eightmember Board of Commissioners appointed by the Clallam and Jefferson County Commissions and serves the geographical area within Clallam and Jefferson Counties, including the cities of Port Angeles, Sequim, Port Townsend and Forks. The Housing Authority s responsibility under state law is to eliminate unsanitary, unsafe, overcrowded and congested housing conditions and to provide affordable, safe and sanitary housing for low-income persons. Our administrative offices are located at 2603 S Francis, Port Angeles, WA The attached organizational chart (Attachment A) reflects approximately 32 employees and the chart of accounts consists of 14 funds. The Authority uses Yardi software designed for housing and the tracking of general ledger, accounts payable, payroll, work orders, tenant accounting, Section 8, and tenant applications. For results of prior audits please refer to audit reports located at Services Auditor will conduct an audit that covers the Authority s financial statements, internal control systems, and compliance with laws, regulations, and contract provisions or grant agreements that 1 of 5
2 may have a direct and material effect on each of its major programs. The audit shall be performed in accordance with the following standards and guidelines: 1. Generally Accepted Auditing Standards (GAAS) as promulgated by the American Institute for Certified Public Accountants (AICPA). 2. Generally Accepted Government Auditing Standards (GAGAS) as published by the Government Accounting Office (GAO). 3. The provisions of the Single Audit Act of 1984 as amended and as prescribed by the U.S. Office of Management and Budget (OMB) Circular A-133, Audits of State, Local Governments, and Non-Profit Organizations and subsequently superseded by 2 CFR part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. 4. The Federal Compliance Supplement for Single Audits for State and Local Governments 5. Auditing and reporting provisions of the applicable HUD Audit Guide for Lower Income Housing Program for use by Independent Public Accountants. 6. Any applicable requirements promulgated and adopted by the Federal Government and/or State of Washington including individual grantor agency rules and regulations. 7. Any applicable requirements of the Governmental Accounting Standards Board (GASB). The Single Audit reporting package will be submitted to the Federal Single Audit Clearinghouse, the U.S. Department of HUD, and the PHA s Board of Commissioners. The financial report will consist of the following items and any other pertinent information required as part of the HUD REAC GAAP flyer #6 and 2 CFR Part 200, or as required by HUD: The reports, at a minimum, will contain the following information: 1. Financial Statements (including all applicable footnotes) 2. Management Discussion and Analysis 3. Footnotes on the Summary of Significant Accounting Policies and Federal Non-Cash Assistance 4. Auditor s opinion on the financial statements and required supplementary schedules, (i.e. Schedule of Expenditure of Federal Awards, Financial Data Schedule, et al.) 5. Report on Compliance and on Internal Control Over Financial Reporting based on an audit of financial statements performed in accordance with Government Auditing Standards (GAS) and/or Generally Accepted Auditing Standards (GAAS) 6. Report on Compliance with requirements applicable to each major program and internal control over compliance in accordance with OMB Circular A Schedule of Expenditures of Federal Awards 8. Schedule of Findings and Questioned Costs (includes summary of auditor s results and findings in the current and prior year audits) 9. Corrective Action Plan 10. Data Collection Form The Authority wishes the audit to be completed by February 28, and the auditor s opinions to be delivered by March 15. Interim audit work is to be conducted throughout the Fiscal Year. In 2 of 5
3 addition, a report including all findings and management points must be reviewed with the Authority during an exit conference. Throughout the audit and prior to exit conference, the lead auditor will inform the Comptroller of any issues. All adjusting entries must first be reviewed with the Comptroller before completion of fieldwork. No member, officer, or delegate to the Congress of the United States of America or Commissioner shall be admitted to any share or part of this contract or to any benefit to arise therefrom; but this provision shall not be construed to extend to this contract if made with a corporation for its general benefit. No members, officers, or employees of the Authority, no member of the governing body in which the Authority was activated, and no other public official of such locality or localities who exercise any functions or responsibilities with respect to the project, shall during his tenure, or for one year thereafter, have an interest, direct or indirect, in this contract or the proceeds thereof. Your proposal is to include: Information concerning your firm and the name of the contract partner and staff persons who would likely be assigned to perform the audit. You should indicate the audit experience of these persons, including specifically their experience auditing public housing authorities and HUD grants as well as experience with the REAC FDS submission. Please submit resumes, which include the professional license(s) for all staff to be assigned to this audit. References pertaining to public housing authority audit clients for which your firm has been the auditor of record and who have permitted the listing of their names as a reference. Please indicate the nature of the work performed for these clients as well as the time frame and the size of the authority. Please include in your proposal the latest peer review report and a certification that your firm is licensed to perform audits in Washington. A statement as to the amount of assistance your firm will expect from the Housing Authority accounting staff. If Housing Authority accounting staff will be asked to prepare audit schedules, please list all anticipated requirements. A description of insurance coverage maintained by the firm. Please provide a copy of the declaration page from current policies for Worker s Compensation, General Commercial Liability and Professional Liability, Malpractice and Errors and Omissions insurance coverage. Certification that your firm is in compliance with the Equal Employment Opportunity requirements. A breakdown of time by staff level and computation of the audit fee including expenses used in your proposal. Expenses should include any travel and overnight stay. The computation should show the amount of time required and rate used by each level of staff you expect to use on the audit. 3 of 5
4 The computation should be in the following format: LEVEL OF SERVICE RATE PER HOUR ESTIMATED HOURS AMOUNT Partner Manager Senior Staff Intermediate Staff Staff Assistant Support Staff Expenses TOTALS The contract also requires that you retain the audit working papers to which the PHA or other governmental units may have access for a period of five years. These working papers will also be made available to successor auditors should your firm not be the successful bidder in future years. Additional information that we believe may assist you in the preparation of the audit proposal is attached. The completed response to the request for proposal will be an addendum to the signed contract executed with the successful audit firm. PHA is the General Partner in two separate Component Units (Tax Credit Limited Partnerships). The financials of the Component Units are included, discretely presented, in aggregate, in the PHA Audit report; However, their audits are done separately by individual CPA firms and have complete audits through December 31, PHA STATISTICS Public Housing Units 270 Section 8: Housing Choice Vouchers 610 Port-ins 36 Other Housing Units owned by the PHA 125 Other Housing Units managed by the PHA 48 Component Units 88 PROGRAMS Schedule of Expenditure of Federal Awards (included in published audit reports) lists federal programs that need to be audited for the PHA. These programs constitute of approximately 75 percent of PHA s annual budget. State and other locally financed projects constitute the rest. AUDIT PROPOSALS WILL BE EVALUATED USING THE FOLLOWING CRITERIA: Mandatory Requirements (5 points) a. The audit firm is independent (SAS 70) and licensed to practice in the state of Washington. b. Staff has maintained CPE requirements. 4 of 5
5 c. Firm is not currently being censored by REAC. d. The audit firm submits a copy of their most recent peer review and has a record of quality audit work. e. References from other PHA s which will include the amount of total revenues and units. Technical Requirements ( 70 points) a. Expertise and experience of the firm auditing Public Housing Authorities (30 points) 1. Organization, size and structure of firm 2. Technical and professional qualifications of staff 3. Firm s past experience and performance with similar engagements 4. Experience of the site auditors conducting public housing audits b. Audit Approach (40) points) Fees for service (25 points) The evaluation and selection of an audit firm will be based on the information submitted in the audit firm s proposal, references obtained, and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal. PHA reserves the right to reject any and all proposals. If contract negotiations cannot be concluded successfully with the highest scoring proposer, PHA may negotiate a contract with the next highest scoring proposer. The request for proposals and the completed response to the request for proposals will be an addendum to the executed contract with the successful audit firm. Proposals may be withdrawn by written request prior to the deadline set for acceptance of proposals. Proposals may not be revoked or withdrawn after the time set for opening of proposals and shall remain open for acceptance for a period of ninety (90) days following such time. Submit your response to our Requests for Proposal to: Peninsula Housing Authority Comptroller 2603 S Francis Street Port Angeles, WA For any questions regarding the RFP, please Annette Dotlich, Comptroller dotlicha@peninsulapha.org All questions received will be posted with answers as received and at least one week prior to selection. Enclosures/Attachment : PHA Organization Chart 5 of 5
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